Request for Personal Service Contractor
United States Agency for International Development
Office of U.S. Foreign Disaster Assistance
Position Title: Senior Contract Specialist
Solicitation Number: SOL-OFDA-15-000049
Salary Level: GS-13 Equivalent: $90,823 – $118,069
Issuance Date: April 1, 2015
Closing Date: April 16, 2015
Closing Time: 5:00 P.M. Eastern Time
Dear Prospective Applicants:
The United States Government (USG), represented by the U.S. Agency for International Development (USAID) Office of U.S. Foreign Disaster Assistance (OFDA), is seeking applications from qualified U.S. citizens to provide personal services as a Senior Contract Specialist under a United States Personal Services Contract (USPSC), as described in the attached solicitation.
Submittals must be in accordance with the attached information at the place and time specified. Applicants interested in applying for this position MUST submit the following materials:
1.Complete resume. In order to fully evaluate your application, your resume must include:
(a) Paid and non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Any experience that does not include dates (month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements.
(b) Specific duties performed that fully detail the level and complexity of the work.
(c) Names and contact information (phone/email) of your current and/or previous supervisor(s) or employers within the last 10 years. Current and/or previous supervisors, employers will be contacted for a reference.
(d) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments.
(e) U.S. Citizenship.
Your resume must contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation. This information must be clearly identified in your resume. Failure to provide information sufficient to determine your qualifications for the position will result in loss of full consideration.
Additional documents submitted will not be accepted.Incomplete or late applications will not be considered. OFDA reserves the right to select additional candidates if vacancies become available during future phases of the selection process.
Applicants can expect to receive a confirmation email when application materials have been received. Applicants should retain for their records copies of all enclosures which accompany their applications. Your complete resume must be mailed, delivered or emailed to:
OFDA Recruitment Team
529 14th Street, NW, Suite 700
Washington, DC 20045
E-Mail Address: recruiter@ofda.gov
Telephone Number: (202) 661-9300
Website: www.OFDAjobs.net
Any questions on this solicitation may be directed to OFDA Recruitment Team via the information provided above.
Sincerely,
Renee Reed
Contracting Officer
DUTIES AND RESPONSIBILITIES
The Senior Contract Specialist will perform the following duties on behalf of OFDA and under the direction and supervision of M/OAA/DCHA:
Contract/Assistance Compliance Review
- Conduct reviews of highly specialized contracts, assistance agreements and contracting plans.
- Monitor all acquisition and assistance strategy and documents and instruments for a variety of highly specialized, complex, and unique contracts and agreements for a variety of programs that involve a broad spectrum of systems.
- Support Contracting/Agreement Officer by providing contract/agreement administration sufficient to ensure terms and conditions are complied with and that the contractor/recipient delivers the required goods or services in a timely manner to achieve the objectives of the Agency’s projects and programs. Responsibilities typically include Periodic site visits, review of changes to incremental funding, preparation of rate and cost adjustments, redirection of effort, coordination of time extension, incorporation of change orders, preparation of stop work orders, preparation of cure notices or show cause letters, and contract closeout for Contracting/Agreement Officer review and approval. Advises technical office counterparts, contractors as well as recipients, on their administration responsibilities contained in their award documents. Evaluates the adequacy of the contractor’s and recipient’s business management systems for areas such as personnel compensation, subcontracting procedures, and financial management.Ensures the contractors and recipient’s compliance with Cost Accounting Standards or other cost principles and requirements applicable to them.
- Prepare termination of contracts for the convenience of the Government or default by the contractor for the review and approval by the Contracting Officer. The USPSC is responsible for the preparation of all documentation necessary to support and defend termination decisions by the Contracting Officer. Negotiates termination claims.
- Assist the Contracting Officer in resolving audit findings on post-award audits.
- Draft for the Contracting Officer responses to protests by researching, analyzing and developing necessary documentation and history.
- Work with the Agency’s Office of General Counsel (GC) in preparing the Agency’s position, and Contracting Officer reports, to support the Government’s defense on protests to the US Government Accountability Office (GAO).
- Review grantee’s procurement systems and procedures. In response to requests for review by grantees for the purpose of certifying their procurement system and procedures, conducts in-depth on-site evaluations of grantees contracts, contracting procedures, contract planning, competition, cost analysis, organizations, employee qualifications, procurement and contract administration systems, and similar functions and make recommendations to the Contracting/Agreement Officer.
- Review third-party contracts submitted by grantees to ensure compliance with requirements for solicitation and award of third-party contracts. Reviews include all types of contracts (fixed price, cost-plus-fixed-fee, cost-plus-award-fee, incentive provisions, escalation provisions, etc.) for the procurement of major systems, research and development, equipment, construction, services and supplies.
Monitors Contractor’s Performance
- Perform contract administration activities for significant, highly specialized procurements involving long-term, extensive technical service contracts and/or cost type contracts. Contract types vary with the complexity of the acquisition and the best interests of the government, ranging from Firm-Fixed-Price through Cost-Plus-Fixed-Fee types.
- Independently review and monitor contractor’s performance on contract, regulatory and statutory provisions through telephone conversations, correspondence, reports, vouchers, and visits.
- Independently monitor status of contract performance, review for approval of progress payments, reviewing and providing recommendations on contractor proposals resulting from change orders, scheduling, problems that have arisen and proposed solutions, verification of deliveries, and similar activities.
- Prepare for the Contracting Officer and other officials of the agency, interpretations of contract provisions as applicable to contractors, and provides appropriate advice and guidance.
- Conduct in-depth analyses of contractors’ financial and management systems and facilities for ability to perform and for compliance with Government or contractual requirements.
- In consultation with M/OAA Supervisory Contracting Officer/Branch Chief, advise OFDA Agreement Officer Representatives (AORs)/Contracting Officer Representatives (CORs) on issues arising during contractor performance to develop solutions related to contractor performance.
Procurement Program Planning Work
- Develop new plans, schedules or methods to accommodate changing program requirements for acquisition as well as assistance programs for new or complex programs with ability to multi-task within varying assignments. Responsible for procurement planning activities in OFDA, which may include reviewing project papers and representing M/OAA at program planning meetings and regular status meetings.
- Identify within assigned major program(s) those significant subsystems, components, equipment and services to be acquired by contract, grant or cooperative agreement or Interagency Agreement.
- Develop objectives for the program in terms of competition and price range, and constructs the contractual or assistance vehicle, which includes the use of pricing arrangements, subcontracting policy, set-aside polices, and similar considerations.
- Prepare and maintain current acquisition plans, appropriate milestone charts, and related schedules and keeps M/OAA management informed of anticipated workload demands.
- Anticipate problems and provide advice to OFDA project personnel on effective implementation and time frames required to ensure they are met. When designated by the Contracting Officer as his representative, serve on project review committee in an advisory capacity.
- Advise OFDA program officials in project planning meetings of the procurement and assistance instruments to be used and assists in Assist OFDA AORs/CORs in the drafting of effective statements of work, program descriptions, evaluation criteria, proposal instructions, application guidelines and other supporting documents for Request for Applications (RFAs), Request for Proposals (RFPs), Task Order, Inter Agency Agreement and/or any other procurement instruments.
- Prepare solicitation documents.
- Provide guidance to new OFDA project/technical staff on USAID regulations and Automated Directive Systems (ADS) and Federal Acquisition Regulations (FAR) requirements.
- Serve as Senior Contract Specialist responsible for major OFDA programs by directing and leading lower graded specialists assigned to the project by reviewing their work and providing on-the-job training.
- Provide services to OFDA field personnel during disaster responses by advising on resolution of special procurement or assistance problems associated with waiver requests, expediting of deliveries, apparent overlapping of responsibilities, and resolution of claims.
- Assure that all information regarding the status of assigned procurement and assistance actions are in the Global Acquisition & Assistance System (GLAAS) databases and/or current systems as applicable for completion of work tasks.
Analyzes Sources for the Items/Services Procured
- Develop new or innovative acquisition plans, source selection plans, and contract terms, conditions or financial arrangements that serve as models for future major acquisitions.
- Survey the market to locate new procurement sources and determine the availability of items or services with specialized requirements.
- Perform detailed analyses of all elements of cost in contractor proposals.
- Assist the Contracting Officer in the determination of the competitive range and prepares defensible justifications when required.
- In coordination with OFDA program staff, conduct pre-proposal conferences with prospective contractors to arrive at a clear understanding of what is required under the proposed contract. Similarly, draft requests for applications for awards under assistance.
- Obtain appropriate data from business and technical officials.
- Draft necessary modifications to clarify questions concerning such topics as specification changes, language ambiguities, or clarification of contract clauses or subcontracts.
- Explore new or innovative contracting approaches to arrive at an equitable contract arrangement.
- In the absence of meaningful cost and price information, develop creative approaches to developing the necessary comparative data.
Negotiates Procurement of Products and Services Using a Variety of Contract Types
- Serve as lead negotiator responsible for a significant program or for major procurements, which may include several types of instruments such as RFAs and RFPs.
- Plan the negotiation strategy, coordinate the strategy with the negotiation team, and lead the negotiations which are conducted with contractors/grantees to develop the contact/grant prices and terms.
- Manage the acquisition and assistance process from inception through negotiation, award, and administration and ultimately, close-out and make awards recommendation to the Contracting/Agreement Officer; prepare agreement and contractual instruments including PSCs for signature by the Contracting/ Agreement Officer; prepare the memoranda of negotiation, organizes and prepares pre- and post-award debriefs.
- Coordinate with the OFDA program team on a variety of contracts and assistance instruments requiring the development of new or modified evaluation criteria, reporting requirements, and contractual arrangements.
- Forecast labor and material costs when unknowns are involved, locating or developing sources, developing approaches for procurements lacking precedent, and resolving major differences in the interpretation of the statement of work during discussions and negotiations.
- Negotiate and aid the Contracting Officer in executing Participating Agency Services Agreements (PASA) and Resource Support Services Agreements (RSSA) within delegated authority and in accordance with statutory and procedural regulations and general agreements with other Federal agencies. Negotiations include prices, terms, special conditions, and amendments. Coordinate PASAs and RSSAs with officials in participating Federal agencies and with Mission officials, as necessary.
Contract Compliance Review
- Conduct in-depth compliance review and evaluation of complex, unusual, or unprecedented contract actions requiring higher-level approval.
- Responsible for contract administration sufficient to ensure that contract terms and conditions are met and that the contractor delivers the required goods or services in a timely manner to achieve the objectives of the Agency’s and OFDA’s projects and programs.
- Prepare or coordinate incremental funding actions, rate and cost adjustments, re-direction of effort, time extensions, incorporation of time extension, and incorporation of change orders preparation of stop work orders.
- Evaluate the adequacy of the contractor’s business management systems for areas such as: personnel compensation, insurance subcontracting procedures and financial management.
- Ensure the contractor’s compliance with Cost Accounting Standards and requirements.
Policy Research, Analysis, and Interpretation
- Analyze a variety of contracting policy issues and problems and identifies alternative courses of action.
- Provide technical advice to OFDA management and program staff and contracting officers on matters pertaining to contracting policies and procedures and provides advice upon request regarding specific situations or problems and upon receipt of changed procedures involving regulations, laws, and good business practices.
- Respond to protests, by researching and developing necessary analysis, documentation, and history in conjunction with the Contracting Officer.
- Work with the GC in helping to prepare the Agency’s position and Contracting Officer reports to support the Government’s defense on protests to the GAO.
Other
- Attend OFDA trainings as necessary to better understand programmatic aspects of the office and how this translates into procurement requirements.
- Conduct brown bags and other informational sessions to educate OFDA staff on changes in procurement policy or other relevant subject matter.
EDUCATION/EXPERIENCE REQUIRED FOR THIS POSITION
(Determines basic eligibility for the position. Applicants who do not meet all of the education and experience factors are considered NOT qualified for the position.)
Bachelor’s degree with significant study in or pertinent to the specialized field (including but not limited to business administration, public administration, law, banking, international affairs, procurement and contracting or finance with an emphasis on commerce, trade, and materials management and seven (7) years of progressively responsible experience working in acquisition and assistance functions.
OR
Master’s degree with significant study in or pertinent to the specialized field (including, but not limited to business administration, public administration, law, banking, international affairs, procurement and contracting or finance with an emphasis on commerce, trade, and materials management and five (5) years of progressively responsible experience working in acquisition and assistance functions.
APPLICANT RATING SYSTEM
The applicant rating system factors are used to determine the competitive ranking of qualified applicants in comparison to other applicants. Applicants must demonstrate the rating factors outlined below within their resume, as they are evaluated strictly by the information provided. The rating factors are as follows:
Acquisition and Assistance Professional Experience (15 Points)
- Demonstrated prior experience in the full range of responsibilities: procurement planning, solicitation, analysis and evaluation of proposals, negotiation and award of acquisition and assistance instruments, administration, termination, negotiation of changes, execution of options, investigation and resolution of contractor delays, contractor performance appraisal, subcontractor surveillance and disposition of claims.
- Demonstrated experience with the performance of technical evaluations, cost and price analysis, and monitoring and evaluation of work performed under acquisition and assistance instruments.
Knowledge of Federal Contracting and Assistance Principles, Laws, Policies and Regulations (10 Points)
- Demonstrated knowledge of federal contracting and assistance principles, laws, statutes, Executive Orders, regulations and procedures applicable to pre-award and/or post-award actions.
- Knowledge of the following:
- Federal Acquisition Regulations (FAR)
- Contract Information Bulletins (CIBS) / Acquisition & Assistance Policy Directives (AAPDs)
- Office of Management and Budget (OMB) Circular
- Title 22, Code of Federal Regulations as appropriate to USAID.
- Automated Directive Systems (ADS)
Teamwork, Flexibility, Communication, and Organizational Skills (5 Points)
- Demonstrated ability to work collegially with technical officers, peers, and supervisors with good interpersonal skills and past performance in working effectively in a team environment.
- Demonstrated ability to work calmly, tactfully and effectively under pressure and to demonstrate extreme flexibility to manage more than one activity at a time.
- Demonstrated ability to communicate complex and difficult policy and programmatic issues in layperson terms without oversimplifying. Excellent oral and written English communications skills and proven ability to produce technical documents.
- Demonstrated ability to plan, organize and manage complex contractual actions occurring concurrently.
Interview Performance (50 points)
OFDA will not pay for any expenses associated with the interviews.
Satisfactory Professional Reference Checks (20 points)
Total Possible Points: 100
How to apply:
Applications must be received by the closing date and time at the address specified in the cover letter.
Qualified individuals are required to submit:
1.Complete resume. In order to fully evaluate your application, your resume must include:
(a) Paid and non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Dates (month/year) and locations for all field experience must also be detailed. Any experience that does not include dates (month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements.
(b) Specific duties performed that fully detail the level and complexity of the work.
(c) Names and contact information (phone/email) of your current and/or previous supervisor(s). Current and/or previous supervisors may be contacted for a reference.
(d) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments.
(e) U.S. Citizenship.
Your resume should contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation. This information should be clearly identified in your resume. Failure to provide information sufficient to determine your qualifications for the position will result in loss of full consideration.
Additional documents submitted will not be accepted.
By submitting your application materials, you certify that all of the information on and attached to the application is true, correct, complete, and made in good faith. You agree to allow all information on and attached to the application to be investigated. False or fraudulent information on or attached to your application may result in you being eliminated from consideration for this position, or being terminated after award, and may be punishable by fine or imprisonment.
To ensure consideration of applications for the intended position, please reference the solicitation number on your application, and as the subject line in any email.
DOCUMENT SUBMITTALS
Via mail: 529 14th Street, NW, Suite 700, Washington, DC 20045
Via email: recruiter@ofda.gov
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